Arulmigu Kandaswamy Temple, Thiruporur Tender Notice No: 1/1424- date 07.08.2014 Sealed Bids in Two Envelope system are invited by The Executive Officer of the respective temples at their office up to 3.00 P.M on 27.08.2014 from the Registered reputed firms who have requisite knowledge & experience for the works detailed below. The tenders will be opened by the above said officers at their office at 4.00 P.M on the same day in the presence of the Bidders or their agent who choose to be present. Si.No Name of work Value of work in lakhs Period of contract Earnest money deposit Cost of tender document VAT Date of availability of Bid documents Last date for receipts of Bid Time&Date of opening of Bid (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) 1. Supply, installation, commissioning &5 years Comprehensive Maintenance of Grid Interactive 10 KWp SPV power plant without battery at Arulmigu Kandaswamy Temple, Thiruporur 603110 13.50 3 Months Rs.13,500/ Rs.6,000/ Rs.300/- 07.08.2014-26.08.2014 Upto 3.00 PM on 27.08.2014 4.00PM on 27.08.14 ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 1
Tender schedule for the above works can be down loaded at free of cost from the web site www.tenders.tnhrce.org,,www.thiruporurmurugantemple.tnhrce.in www.tenders.tn.gov.in or can be purchased after remitting Tender schedule cost temple treasury and VAT to be remitted to Government Treasury under the head of account 0040 00102AE 0104. A Pre-bid meeting shall be held at the office of the Executive Officer, Arulmigu Ekambaranathar Thirukoil, Kanchipuram town,taluk and dist.. on 17.08.2014 at 11.00 hrs. for clarification of doubt/s, if any, regarding the scope of the works, conditions of contract or any other matter relating to the Project. For this reason, queries, if any, must be sent to the Executive Officer, Arulmigu Ekambaranathar Thirukoil, Kanchipuram town, taluk and dist.. at least three days prior to the scheduled date for the Pre-bid meeting. All other details of the works and any information can be had from the respective offices on any working day during working hours. Fit Person Executive officer Arulmigu Kandaswamy Temple, Arulmigu Kandaswamy Temple, Thiruporur- 603110. Thiruporur - 603110. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 2
BID DOCUMENTS ARULMIGU KANDASWAMY THIRUKOIL THIRUPORUR, KANCHIPURAM (DIST) Tender for Supply, installation, commissioning & 5 years comprehensive maintenance of Grid Interactive 10KWp SPV Power plant without Battery at Arulmigu Kandaswamy Thirukoil, at Thiruporur Tender Reference: 1/1424- date 07.08.2014 Issued To: ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 3
CONTENT OF THE BID DOCUMENT Section -A Tender Eligibility & Instructions Section -B Bid Submission Section -C Award &Execution Section -D Technical Specifications Section -E Formats& Annexures ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 4
SECTION-A TENDER ELIGIBILITY & INSTRUCTIONS S.No Description Page No 1. Introduction 11 2. Tender Data Sheet 12 3. Tender Cost and EMD 3.1 Cost of Bidding 3.2 Tender Document Fee 3.3 Earnest Money Deposit (EMD) 4. Tender Eligibility Criteria 5. Instructions to the Bidder 5.1 General Instructions 5.2 Language of the Bids 5.3 Bid Currency 5.4 Clarifications and Amendments 5.5 Contacting Tender Inviting Authority 5.6 Force Majeure 5.7 Arbitration SECTION B BID SUBMISSION AND VALUATION 6. BIDS PREPARATION 6.1 Letter of Authorisation 7. BID SUBMISSION 18 7.1 Techno Commercial Bid (Envelope-A) 19 13 13 13 13 14 15 15 16 16 16 17 17 18 18 18 ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 5
7.1.1 Details to be furnished in the Techno 19 Commercial Bid 7.1.2 Signing the Techno Commercial Bid 20 7.1.3 Sealing the Techno Commercial Bid 20 7.2 Price Bid (Envelope-B) 20 7.2.1 Details to be furnished 20 7.2.2 Signing the Price Bid 21 7.2.3 Sealing the Price Bid 21 7.3 Outer Cover 21 7.4 Mode of submission of Bids 22 7.5 Modification and withdrawal of Bid 22 8. BID OPENING 22 8.1 Techno Commercial Bid Opening 22 8.2 Tender Validity 22 8.3 Initial Scrutiny 8.4 Clarifications by ADST 23 23 8.5 Price Bid Opening 9. BID EVALUTION 24 24 9.1 Suppression of facts and misleading information 24 9.2 Techno Commercial Bid Evaluation 25 9.3 Price Bid Evaluation 25 ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 6
9.4 Award of Contract 26 9.5 AKST reserves the right to 26 Section-C AWARD & EXECUTION 10. AWARD OF WORK 27 10.1 Acceptance of the Tender 27 10.2 Letter of Acceptance (LOA) 27 10.3 Payment of Security Deposit (SD) 27 10.4 Execution of Agreement 28 10.5 Release of Firm Work Order 28 10.6 Installation & Completion Schedule 28 10.7 Release of SD 29 10.8 Termination of Contract 29 10.8.1 Termination for default 29 10.8.2 Termination for insolvency 30 10.8.3 Termination for convenience 30 11. Execution of Work 30 11.1 Scope of work 30 11.2 Insurance 31 11.3 Handing over 31 11.4 Comprehensive Maintenance for 5 years 31 11.5 Product take back and recycling 32 11.6 Warranty 32 ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 7
11.7. Traceability of the Product to be supplied 34 12. LIQUIDATED DAMAGES 34 13. PAYMENT TERMS 34 Section- D Technical Specification 14. Technical Specifications for Grid Interactive SPV Power Plants without Battery 15. Technical Requirements/Standards 44 35 SECTION- E FORMATS & ANNEXURES F-1 Techno commercial Bid Format ( Envelope A) 46 F-2 Price Bid Format (Envelope-B) 51 F-3 Bidder s undertaking covering letter 54 F-4 Model Form of Contract 57 F-5 Bank Guarantee Format 66 54F-6 Performance certificate 68 F-7 Draft Undertaking in Lieu of EMD 69 A-I EMD Exemption 70 ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 8
ACRONYMS Sl.No Parameter Details 1. AC Alternating Current 2. BIS Bureau of Indian Standard 3. BOS Balance Of System 4. CDM Clean Development Mechanism 5. DC Direct Current 6. DOD Depth Of Discharge 7. IEC International Electro technical Commission 8. IGBT Insulated Gate Bipolar Transistor 9. LT Low Tension 10. MCB Miniature Circuit Breaker 11. MCCB Moulded Case Circuit Breaker 12. MOV Metal Oxide Varistor 13. MPPT Maximum Power Point Tracking 14. NABL National Accreditation Board for testing and calibration Laboratories 15. PCU Power Conditioning Unit 16. PSC Pre Stressed Concrete 17. PVC Poly Vinyl Chloride 18. PWM Pulse Width Modulation 19. RFID Radio Frequency Indentification 20. SPV Solar Photo Voltaic 21. SS Stainless Steel 22. STC Standard Testing Conditions 23. TANGEDCO Tamil Nadu Generation and Distribution Corporation Limited 24. AKST Arulmigu Kandaswamy Thirukoil 25. THD Total Harmonic Distortion 26. SADP Special Area Development Programme 27. EO Executive officer ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 9
Short Titles used in the Tender Document 1. Bidder Bidder means the party who makes a formal offer in pursuance of the Tender floated 2. Successful Bidder Successful Bidder means the Bidder who becomes successful through the Tender process. 3. Day A day means a calendar day 4. Cost Cost means the total cost to be incurred towards the supply, installation, commissioning, testing and 5 year comprehensive maintenance of SPV systems 5. Purchaser Purchaser means the AKST for whom the procurement is made through this Tender. 6. AKST Arulmigu KandaSwmy Thirukoil 7. Commissioning Commissioning means the energisation of SPV systems and the functioning has to be tested. 8. End user End user means the Authorised persons of Arulmigu Kandaswamy Thirukoil, Thiruporur Applicability of Tamil Nadu Transparency in Tenders Act 1998 This Tender process will be governed by The Tamil Nadu Transparency in Tenders Act 1998 and The Tamil Nadu Transparency in Tenders Rules, 2000 (http://www.tn.gov.in/gorders/fin446-e.htm) as amended from time to time. Checklist for Enclosures (Bidder should fill up YES or NO without fail) # Bid Enclosures YES or NO 1. Whether the Tender is submitted in Two covers Technical Bid and Price Bid? 2. Whether Two covers along with EMD cover are put into an outer cover? 3. Whether Technical Bid (Envelope- A) contains the following 3.1 Bidder s undertaking covering letter in the Letter Head shall be signed by the authority, stamped and submitted. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 10
3.2 Signed and stamped Letter of Authorisation or Power of Attorney for signing the Tender document shall be submitted. 3.3 Bidder s undertaking in the Letter Head for minimum quantity offered shall be signed and stamped and submitted. 3.4 All pages of the blank Tender document in full shall be signed by the authority, stamped and submitted 3.5 Earnest Money Deposit (EMD) amount as specified in the Tender shall be submitted # Bid Enclosures YES orno 3.6 Filled up Technical Bid shall be signed by the authority, stamped and submitted 3.7 All supporting documents for proving the Eligibility Criteria shall be signed by the authority and stamped in all pages 3.8 Supporting documents to meet the Eligibility Criteria YES orno a) All the supporting documents to meet the Eligibility Criteria as laid down in the Tender under Eligibility Criteria shall be signed by the authority and stamped b) Bidder s Certificate of Incorporation or Registration c) Annual Report including Balance Sheet and Profit & Loss accounts for the past one year should be submitted. g) Clientele list for the SPV power plants installed i) Bidder s undertaking letter to meet the Blacklisting criteria shall be submitted 3.9 Following Test Certificates & Reports as per clause 15 i. SPV Modules a) IEC 61215 / IS 14286 for Crystalline Modules b) IEC 61730 Part 1 & 2 c) IEC 61701 d) STC performance certificate ii. Balance of System (for PV Power Plants) a) Power Conditioners / Inverters IEC 61683 & IEC 60083-2(1,2,14,30),IEC62116,IEC 62109/Equivalent standards b) Cables- IEC 60189, IS 694/ IS 1554 & IS/IEC 69947or Equivalent IS standard c) Switches / Circuit Breakers/ Connectors IS/IEC 60947 part I,II,III & EN 50521 d) Junction Boxes / Enclosures of Inverters - IP 65 & IEC 62208 ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 11
4. Whether Price Bid (Envelope-B) contains the following a) Filled Price Bid with signature and stamp in all pages shall be submitted b) Whether corrections or overwriting if any is attested? IMPORTANT NOTE: Bidders must ensure that they submit all the required documents indicated in the Tender document without fail. Bids received without supporting documents for the various requirements mentioned in the tender document or test certificate are liable to be rejected at the initial stage itself. The data sheet for the critical components should be submitted by the Bidder for the scrutiny. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 12
SECTION A TENDER ELIGIBILITY AND INSTRUCTIONS 1.Introduction Tender for Supply, installation, commissioning & 5years comprehensive maintenance of Grid Interactive SPV Power plant without Battery for a capacity of 10KWp at Arulmigu Kandaswamy Temple, Thiruporur. Sl.No. Details of work Location Capacity Supply, installation Commissioning and five years comprehensive maintenance of Grid Interactive SPV power plant of 10 KWp without battery Arulmigu Kandaswamy Temple,Thiruporur. 10KWp ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 13
1. Tender inviting Authority, Designation and Address 2. Tender Data Sheet The Executive Officer,Arulmigu Kandaswamy Temple, Thiruporur - 603110. 2. a) Name of the Work Tender for Supply, installation, commissioning & 5years comprehensive maintenance of Grid Interactive SPV Power plant without Battery for a capacity of 1 0 K W p @ Arulmigu Kandaswamy Temple, Thiruporur - 603110. b) Tender Reference 1/1424- date 07.08.2014 c) Place of execution Arulmigu Kandaswamy Temple, Thiruporur - 603110. 3. a) Tender documents On all working days between 11.00 A.M. and available place and 5.00 P.M. from 07.08.2014 to 26.08.2014 from due date for the Address mentioned in column (1) above. obtaining tender Alternatively, Tender documents can be downloaded free of cost from www.tenders.tn.gov.in b) Cost of Tender Document Rs.6000 /= per+5%vat Tender Document for direct purchase from AKST. The Tender document fee is waived for the downloaded Tender Document. 4. Earnest Money Deposit (EMD) RS.13,500/=EMD has to be paid by way of Demand Draft or Banker s Cheque drawn in favour of the Executive Officer, AKST, Thiurporur only 5 Pre Bid meeting date and place 6. Due Date, Time and Place of submission of Tender 7. Date, Time and Place of Tender opening 8. Date, Time and Place of opening of Price Bids On 17.08.2014 @ Office of The Executive officer, Arulmigu Ekambaranathar Temple, Kanchipuram Up to 27.08.2014at 3.00 P.M. @ the address mentioned in column (1) above On 27.08.2014 at 4.00 P.M. @ the address mentioned in column (1) above Will be intimated only to the bidders qualified in Techno commercial bid. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 14
3. Tender Cost and EMD 3.1 Cost of Bidding The Bidders should bear all costs associated with the preparation and submission of Bids. AKST will in no way be responsible or liable for these charges/costs incurred regardless of the conduct or outcome of the bidding process. 3.2 Tender Document Fee a) The Tender documents may also be purchased from the office of AKST on payment of fees in Indian Rupees as mentioned in the Tender Data sheet. The Tender document is not transferable to any other Bidder. b) The Tender document cost may be paid by way of Demand Draft / Banker s Cheque in favour of The Executive Officer, Arulmigu Kandaswamy Temple, Thiruporur - 603110. c) Alternatively, the Tender document can be downloaded free of cost from the website mentioned in the Tender data sheet. 3.3 Earnest Money Deposit (EMD) a) An EMD amount as specified in the Tender should be paid in Indian Rupees by way of Demand Draft or Banker s cheque only, from any of the Nationalized banks, drawn in favour of The Executive Officer, Arulmigu Kandaswamy Temple, Thiruporur - 603110. payable at Thiruporur.EMD submitted in any other forms will be SUMMARILY REJECTED. b) The EMD shall be kept in the Techno Commercial Bid Cover. c) The EMD amount of the bidders not qualified in the Techno commercial bid will be refunded. The EMD amount of the bidders qualified in the techno commercial bid will be refunded after finalisation and signing of agreement with the successful bidder. The EMD amount held by AKST till it is refunded to the unsuccessful Bidders will not earn any interest thereof. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 13
d) The EMD amount paid by the Successful Bidder(s) will be adjusted towards Security Deposit payable by them. If the successful Bidder submits Security Deposit for the stipulated value in full in the form of DD/ by way of Bank Guarantee, the EMD will be refunded. e) The EMD amount will be forfeited by AKST, if the Bidder withdraws the bid during the period of its validity specified in the tender or if the successful Bidder fails to sign the contract or the successful Bidder fails to remit Security Deposit within the respective due dates. f) The bids received without the specified EMD amount will be SUMMARILY REJECTED. g) For the categories of Industries exempted from payment of Earnest Money Deposit see (Annexure I). 4. Tender Eligibility Criteria The Bidder(s) should meet the following Eligibility Criteria to participate in the Tender and should enclose documentary proof for fulfilling the Eligibility in the Techno commercial Bid. S.No Minimum Eligibility Criteria Proof to be submitted for fulfilling the Eligibility Criteria 1. Bidder shall be a Registered Company or Certificate of Incorporation of the firm in existence for at least the past One company or certificate of Registration audited year. of the firm shall be submitted. 2. The Bidder shall use only SPV modules manufactured in India 3. Bidders should have a minimum turnover of total cost of system quoted by him/her,during the last three years(2010-11,2011-12,2012-13,2013-2014) 4. Bidder should have installed SPV power plants of cumulative capacity not less than 25KWp Necessary Self undertaking letter shall be submitted a) Annual Report b) Balance Sheet & c) Profit & Loss accounts for any one audited years from 2009-10 shall be submitted towards meeting annual turnover criteria. Copy of Work Orders along with proof for satisfactory completion of that work shall be submitted ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 14
5. The Bidder shall quote for entire quantity of 10Kwp. Necessary under taking shall be enclosed in this regard. 6. Various components of the SPV system Copy of test certificates along with shall conform to the MNRE standards as reports for each component shall be per clause 15. submitted. 7. Bidder should not be currently blacklisted Necessary Undertaking letter should by any of the State or Central Government be furnished. or organisations of the State or Central Government as on date of submission of tender 5. Instructions to the Bidder 5.1 General Instructions 1. a) It will be imperative for each Bidder(s) to familiarise himself/ themselves with the Prevailing legal situations for the execution of contract. AKST shall not entertain any request for clarification from the Bidder regarding such legal aspects of submission of the Bids b) It will be the responsibility of the Bidder that all factors have been investigated and considered while submitting the Bids and no claim whatsoever including those of financial adjustments to the contract awarded under this tender will be entertained by AKST. Neither any time schedule nor financial adjustments arising thereof shall be permitted on account of failure by the Bidder to apprise themselves. c) The Bidder shall be deemed to have satisfied him/herself fully before Bidding as to the correctness and sufficiency of its Bids for the contract and price quoted in the Bid to cover all obligations under this Tender. d) It must be clearly understood that the Terms and Conditions and specifications are intended to be strictly enforced. No escalation of cost in the Tender by the Bidder will be permitted throughout the period of Agreement or throughout the period of completion of contract whichever is later on account of any reasons whatsoever. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 15
e) The Bidder shall make all arrangements as part of the contract for Supply, Installation, Commissioning, Testing and 5 year Comprehensive Maintenance of SPV power plants and train the personnel at their own cost. f) The Bidder should be fully and completely responsible to AKST and State Government for all the deliveries and deliverables. The bidder shall be responsible for the proper functioning of the finally erected systems. 5.2 Language of the Bids The bid prepared by the Bidder as well as all correspondence and documents relating to the bid shall be in English only. The supporting documents and printed literature furnished by the Bidder may be in any another language provided they are accompanied by an accurate translation in English duly notarised, in which case, for all purposes of the Bid, the translation shall govern. Bids received without such translation copy will be rejected. 5.3 Bid Currency Price should be quoted in Indian Rupees (INR) only and Payment shall be made in Indian Rupees only. Price quoted in any currency other than INR will be rejected. 5.4 Clarifications and Amendments a) A prospective Bidder requiring any clarification in the Tender may address AKST by Registered post or by personal delivery under acknowledgement. No clarifications will be offered by AKST within 48 hrs prior to the time of opening of the Tender. b) Before the closing date of the Tender, clarifications and amendments, if any, will be notified in the government website mentioned in the Tender Data sheet. The Bidders should periodically check for the amendments or corrigendum or information in the website till the closing date of this Tender. AKST will make individual communication by email to only those bidders who have purchased the tender document from the office of AKST. AKST will not make any individual communication to others and will in no way be responsible for any ignorance pleaded by Bidders. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 16
c) AKST is not responsible for any misinterpretation of the provisions of this tender document on account of the Bidders failure to update the Bid documents based on changes announced through individual communication/ website as the case may be. 5.5 Contacting Tender Inviting Authority a) Bidders shall not make attempts to establish unsolicited and unauthorised contact with the Tender Inviting Authority or Tender Scrutiny Committee or Tender Accepting Authority after the opening of the Tender and prior to the notification of the Award and any attempt by any Bidder to bring to bear extraneous pressures on the Tender Inviting/Scrutiny/Accepting Authority may lead to disqualification of the Bidder. b) Notwithstanding anything mentioned above, the Tender Inviting/Scrutiny/Accepting Authority may seek bona-fide clarifications from Bidders relating to the tenders submitted by them during the evaluation of tenders. 5.6 Force Majeure Neither AKST nor the Successful Bidder shall be liable to the other for any delay or failure in the performance of their respective obligations due to causes or contingencies beyond their reasonable control such as: Natural phenomena including but not limited to earthquakes, floods and epidemics. Acts of any Government authority, domestic or foreign including but not limited to war declared or undeclared, priorities and quarantine restrictions. Accidents or disruptions including, but not limited to fire, explosions, breakdown of essential machinery or equipment. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 17
5.7 Arbitration In case of any dispute, the matter will be referred to a sole Arbitrator to be appointed by the Commissioner, HR&CE Department,Chennai under the Arbitration and Conciliation Act 1996. The arbitration shall be held in Thiruporur (INDIA) and the language shall be English only. Subject to the above, the Courts at Chengalpetu, Kancheepuram Dist only shall have jurisdiction in the matter. SECTION B BID SUBMISSION AND EVALUATION 6. Bid Preparation Bidders should examine all Instructions, Terms and Conditions and Technical specifications as given in the Tender documents. Failure to furnish information required by the Bid or submission of Bids not substantially responsive or viable in every respect will be at the Bidders risk and may result in rejection of Bids. Bidders should strictly submit the Bid as specified in the Tender, failing which the bids will be held as non-responsive and will be rejected. 6.1 Letter of Authorisation A letter of Authorisation from the Board of Directors or Managing Director or CEO of Bidder organisation authorising the Tender submitting authority should be submitted in the Techno commercial Bid. The Bids received without the Letter of Authorisation or Power of Attorney will be summarily rejected. 7. Bid Submission The Bids should be submitted separately in two parts namely viz. (1) Techno commercial Bid and (2) Price Bid. The Techno commercial Bid and Price Bid shall be submitted in two separate covers. The Bids shall be addressed to The Executive Officer, Arulmigu Kandaswamy Temple, Thiruporur - 603110. Tamil Nadu, India. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 18
7.1.Techno Commercial Bid (Envelope A ) a) The Techno commercial Bid enables AKST to evaluate whether the Bidder is techno commercially competent and capable of executing the order. Only those Bids which qualify in the Techno commercial stage will be eligible for the Price bid opening. The Price Bid of Bidders who failed in the Techno commercial stage will not be opened. b) The Techno commercial Bid format as given in the Tender shall be filled, signed and stamped in all pages. AKST will not be responsible for the errors committed in the Bids by the Bidders. c) The Techno commercial Bid should strictly not contain any Price indications or otherwise the Bids will be summarily rejected. 7.1.1 Details to be furnished in the Techno Commercial Bid a) The EMD amount should be submitted in the prescribed form. b) Authorisation letter from the Board of Directors/ Chairman & Managing Director or Power of Attorney or CEO to sign the Tender documents should be submitted. The Tenders received without Authorisation letter or Power of Attorney will not be considered for further processing. c) The blank Tender document in full should be printed, signed by the authorised person and stamped in all pages and should be submitted as a token of accepting the conditions. d) The Techno Commercial Bid should be duly filled, signed by the authorised person and stamped in all the pages and should be submitted. e) The supporting documents to prove Bidder s eligibility should be duly attested and should be submitted. f) Test certificates along with test reports shall be submitted for components/ systems from notified testing agencies as per clause 16. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 19
g) The published Annual Report should be signed by the authorised person and stamped in all pages and should be submitted. h) The bidder should indicate the manufacturing plant addresses. i) All the required documents insisted in the Tender should be enclosed in the Techno Commercial Bid. No document would be allowed to be supplemented / exchanged after opening of the bids. j) The documentary evidence shall establish Bidder s qualifications to the satisfaction of AKST. 7.1.2 Signing the Techno Commercial Bid a) The Bids shall be typed and shall be signed by the Authorised official of Bidder. All pages of the bid shall be signed and stamped by the authorised person b) Any alterations, deletions or overwriting will be treated as valid only if they are attested by the full signature by the authorised person. 7.1.3 Sealing the Techno Commercial Bid The Techno Commercial bid shall be placed in a separate cover (Envelope-A) and sealed appropriately. The Techno Commercial bid cover shall be superscribed with Techno Commercial Bid (Envelope A) Supply, installation, commissioning & 5 years comprehensive maintenance of Grid interactive 10KWp SPV Power plants without Battery at Arulmigu Kandaswamy Temple, Thiruporur - 603110 Tender Ref.: due on. The FROM address and TO address shall be written without fail otherwise the Techno Commercial bid is liable for rejection. 7.2 Price Bid (Envelope-B) 7.2.1 Details to be furnished a) All the Price items as asked in the Tender should be filled in the Price Bid format as given in the Tender. The prices quoted shall be in INDIAN RUPEES (INR) only. The Tender is liable for rejection if Price Bid contains conditional offers or partial offers and if quoted in any currency other than INR. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 20
b) The cost quoted by the Bidder shall include the breakup cost of the components of SPV Power plant viz., panel, power conditioning unit, etc. c) The cost quoted by the Bidder shall be kept firm for a period specified in the Tender from the date of opening of the Tender. The Bidder should keep the Price firm during the period of Contract including the period of extension of time if any. The Bidders should particularly take note of this factor before submitting the Bids. 7.2.2 Signing the Price Bids a) The Bid shall be typed and shall be signed by the Bidder or a person or persons duly authorised to bind the Bidder to the Contract. All pages of the bid document including the supporting documents shall be signed and stamped by the authorised person. b) Any alterations, deletions or overwriting shall be treated valid only if they are attested by full signature by the authorised person. 7.2.3 Sealing the Price Bid The Price Bids shall be placed in a separate cover (Envelope-B) and sealed appropriately. The Price Bid cover shall be superscribed with Price Bid (Envelope B) Supply, installation, commissioning & 5 years comprehensive maintenance of Grid Interactive 10KWp Grid interactive SPV Power plants without Battery at Arulmigu Kandaswamy Temple, Thiruporur - 603110. Tender Ref.: The FROM address and TO address shall be written without fail otherwise the Price Bid is liable for rejection. 7.3 Outer Cover The EMD cover, Techno Commercial Bid cover (Envelope-A) and Price Bid cover (Envelope- B) shall then be put in a single outer cover and sealed. The outer cover shall be superscribed with Supply, installation, commissioning & 5 years comprehensive maintenance of 10KWp Grid interactive SPV Power plants without Battery at ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 21
Arulmigu Kandaswamy Temple, Thiruporur - 603110.Tender Ref.: due on. The FROM address and TO address shall be written without fail otherwise the Bid is liable for rejection. 7.4 Mode of Submission of Bids a) The Bids should be dropped in the Tender box kept at AKST, o f f i c e, T h i r u p o r u r - 6 0 3 1 1 0, Tamil Nadu, India, on or before the due date and time. The Bids will not be received personally. b) Alternatively, if the Bidder prefers to submit the Bid by post, the Bidders should ensure that the Bids reach AKST on or before the due date and time. AKST will not be liable or responsible for any postal delay or any other delay whatsoever. c) The Bids received after Due Date and Time or Unsealed or in incomplete shape or submitted by Facsimiles (FAX) will be summarily rejected. 7.5 Modification and withdrawal of Bids The Bids once submitted cannot be modified or amended or withdrawn. 8. Bid Opening 8.1 Techno Commercial Bid Opening The Tender outer cover and Techno commercial Bid cover, only on satisfying EMD conditions, will be opened at AKST on the date and time as specified in the Tender Data sheet or any other date published in the website specified. The Tender will be opened in the presence of the Bidders who choose to be present. The representative(s) of the Bidder who chooses to attend Tender opening shall bring an authorisation letter from the Bidder. A maximum of two representatives for each Bidder would be allowed to attend the Tender opening. 8.2 Tender Validity a) Bids submitted shall remain valid for a period of 180 days from the date of Tender opening. If the bid validity is lesser than 180 days, the Bid will be rejected as non-responsive. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 22
b) In exceptional circumstances, AKST may solicit the Bidders to extend the validity. The Bidder should extend price validity and Bid security validity. 8.3 Initial Scrutiny Initial Bid scrutiny will be held and Tenders as given below will be treated as non-responsive. Tender received without EMD amount Tender not submitted in two parts as specified in the Tender and signing and stamping in all pages of the Bid Tender received without the Letter of Authorisation as specified in the Tender Tender found with suppression of facts/details Tender with incomplete information, subjective, conditional offers and partial offers Tender submitted without supporting documents to prove Eligibility criteria and Evaluation Tender not complying with any of the clauses stipulated in the Tender Tender with lesser validity period Tender submitted without sample test report of components from the Testing Agency All responsive Bids will be considered for further evaluation. The decision of EO, AKST will be final in this regard. 8.4 Clarifications by AKST When deemed necessary, EO,AKST may seek bona-fide clarifications on any aspect from the Bidder. However, that would not entitle the Bidder to change or cause any change in the substance of the Bid or price quoted. During the course of Techno commercial Bid evaluation, EO,AKST may seek additional information or historical documents for verification to facilitate decision making. In case the Bidder failed to comply with the requirements of AKST as stated above, such Bids at the discretion of EO, shall be rejected as technically nonresponsive. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 23
8.5 Price Bid Opening Bidders who are qualified in Techno commercial Bid (Envelope-A) only will be called for Price Bid opening. The Price Bids will be opened in the presence of the Bidders at AKST. The Bidders or their authorised representatives (maximum two) will be allowed to take part in the Price Bid opening. 9. Bid Evaluation 9.1 Suppression of facts and misleading information a) During the Bid evaluation, if any suppression or misrepresentation of information is brought to the notice of EO,AKST, EO shall have the right to reject the Bid and if after selection, E O, AKST would terminate the contract as the case may be, will be without any compensation to the Bidder and the EMD/ Security Deposit as the case may be, shall be forfeited. b) Bidders should note that any figures in the proof documents submitted by the Bidders for proving their eligibility is found suppressed or erased, EO,AKST shall have the right to seek the correct facts and figures or reject such Bids. c) The Tender calls for full copies of documents to prove the Bidder s experience, capacity and other requirements to undertake the project. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 24
9.2 Techno Commercial Bid Evaluation a) The Bidders who have duly complied with the Eligibility Criteria will be eligible for further processing. b) The Tenders, which do not conform to the Technical Specifications or Tender conditions or Tenders from Bidders without adequate capabilities for supply & installation, will be rejected. The Eligible Bidders alone will be considered for further evaluation. 9.3 Price Bid Evaluation 1) Bidders who are qualified in Techno commercial Bid (Envelope-A) only will be called for Price Bid opening. The Price Bids will be opened in the presence of the Bidders at AKST. The Bidders or their authorised representatives (maximum two) will be allowed to take part in the Price Bid opening. 2) The Price Bid evaluation will be conducted as stipulated in the Tamil Nadu Transparency in Tenders Act 1998 and Tamil Nadu Transparency in Tenders Rules 2000. The Price evaluation will include all Duties and Taxes as given below. (i) In cases of discrepancy between the cost quoted in Words and in Figures, the lower of the two will be considered. (ii) In evaluation of the price of articles which are subject to excise duty, the price will be determined inclusive of such excise duty; (iii) In a tender where all the tenderers are from within the State of Tamil Nadu, or where all the tenderers are from outside the State of Tamil Nadu, the sales tax/tnvat shall be included for the evaluation of the price; and (iv) In a tender where the tenderers are both from the State of Tamil Nadu as well as from outside the State of Tamil Nadu, TNVAT shall be excluded for the evaluation of the price. 3) The lowest cost per category as per the above evaluation will be adjudged as L 1. AKST will not be responsible for any erroneous calculation of tax rates or ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 25
any subsequent changes in rates or structure of applicable taxes. All differences arising out as above shall be fully borne by the Successful Bidder. 4) AKST will negotiate with the Lowest Cost offered Bidder (L1) for further reduction of the price. EO,AKST reserves the right to ask other Bidders to match L 1 price. 9.4 Award of Contract 1) EO,AKST reserves the right to apportion the total quantity among the L 1 Bidder and other Bidders who have agreed to match L 1 rate. 2) No dispute can be raised by any Bidder whose Bid has been rejected and no claims will be entertained or paid on this account. 9.5 EO, AKST reserves the right to; 1) Negotiate with the Bidder whose offer is the lowest evaluated price for further reduction of prices. 2) Insist on quality/specification of materials to be supplied. 3) Modify, reduce or increase the quantity requirements to an extent of 25% of the Tendered quantity as per the provisions of Tamil Nadu Transparency in Tenders Act 1998 and Tamil Nadu Transparency in Tenders Rules, 2000. 4) Change the list of areas of installation locations from time to time based upon the requirement. 5) Ask other qualified Bidders to match L 1 price 6) Reallocate the quantity to other Bidder.If performance of the Bidder is not as per the completion Schedule. 7) Inspect the bidders factory / office premises and based on the inspection, modify the quantity ordered. 8) Withhold any amount for the deficiencies in the service aspect of SPV systems installed at the identified locations. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 26
SECTION C AWARD AND EXECUTION 10. Award of Work 10.1 Acceptance of the Tender The final acceptance of the Tender is entirely vested with EO,AKST who reserves the right to accept or reject any or all of the Tenders in full or in part. The Tender accepting authority may also reject any Tender for reasons such as changes in the new technologies, court orders, accidents or calamities and other unforeseen circumstances. After acceptance of the Tender by AKST, the Bidder shall have no right to withdraw their Tender or claim higher price. 10.2 Letter of Acceptance (LOA) After acceptance of the Tender by AKST, a Letter of Acceptance (LOA) will be issued only to the Successful Bidder(s). AKST has the right to issue LOA to more than one bidder. 10.3 Payment of Security Deposit (SD) a) The Successful Bidders will be required to remit the Security Deposit equivalent to 5% (Five percent) of the value of the Work Order inclusive of EMD amount. The SD should be paid by way of Demand Draft drawn in favour of Executive officer, Arulmigu Kandaswamy Temple, Thiruporur - 603110. payable at Thiruporur or in the form of unconditional and irrevocable Bank Guarantee, valid till the completion of 5 year comprehensive maintenance. The SD should be paid within 10 days from the date of issue of Letter of Acceptance by AKST. b) The Security Deposit will be refunded to the Successful Bidder only after successful installation and commissioning of the systems and after completion of 5 year comprehensive maintenance period. The Security Deposit held by AKST till it is refunded to the Successful Bidder will not earn any interest thereof. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 27
c) The Security Deposit/EMD will be forfeited if the Successful Bidder(s) withdraw(s) the Bid during the period of Bid validity specified in the Tender or if the Bidder fails to sign the contract. 10.4 Execution of Agreement a) The Successful Bidder shall execute a Contract in the INR 100 nonjudicial stamp paper bought in Tamil Nadu only in the name of the Bidder, within 10 days from the date of Letter of Acceptance issued by AKST. b) The Successful Bidder shall not assign or make over the contract, the benefit or burden thereof to any other person or persons or body corporate for the execution of the contract or any part thereof without the prior written consent of EO,AKST. EO reserves his right to cancel the work order either in part or full, if this condition is violated. c) In case of the successful bidder fails to execute necessary agreements as prescribed, within the stipulated period, then his EMD shall be forfeited and his tender held as non responsive. 10.5 Release of Firm Work Order After execution of the Contract and payment of Security Deposit, Firm Work Order for Supply, installation, commissioning & 5 years comprehensive maintenance of 10KWp SPV Power plant without Battery at Arulmigu Kandaswamy Temple, Thiruporur - 603110. will be issued to the Successful Bidder by AKST. 10.6. Installation & Completion Schedule a) The entire work involving Supply, installation & commissioning of 10KWp SPV Power plant without battery in Arulmigu Kandaswamy Temple, Thiruporur - 603110. with 5 years CMC should be completed within 90 days of work order issued. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 28
S.No Period Quantity to be Installed 1. 90 days from the date of issue of W.O 100% work should be satisfactorily completed as per the technical specifications. 10.7 Release of SD The Security Deposit will be refunded to the Successful Bidder on completion of entire work involving Supply, installation, commissioning & 5 years comprehensive maintenance of SPV Power plants without Battery at Arulmigu Kandaswamy Temple, Thiruporur - 603110. (10KWp) subject to satisfaction of AKST. Such completion would be arrived at when the entire work as stated above is completed by the Bidder as per the contract agreement and as per Work Order (s) issued by AKST from time to time. 10.8 Termination of Contract 10.8.1 Termination for default a) AKST may without prejudice to any other remedy for breach of contract, by written notice of default with a notice period of 7 days, sent to the Successful Bidder, terminate the contract in whole or part, (i) if the Successful Bidder fails to Supply, install, commission & testing of SPV Power plants without Battery at Arulmigu Kandaswamy Temple, Thiruporur - 603110. (10KWp) within the time period(s)specified in the Contract, or fails to fulfil the requirements as per the Delivery Schedule or within any extension thereof granted by AKST; or (ii) if the Successful Bidder fails to perform any of the obligation(s) under the contract; or (iii) if the Successful Bidder, in the judgment of AKST, has engaged in fraudulent and corrupt practices in competing for or in executing the Contract. b) I n the event AKST terminates the Contract in whole or in part, AKST may opt upon c) t erms and in such manner as it deems appropriate, the services of the other bidders However, the Successful Bidder shall continue the performance of the contract to the extent not terminated. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 29
10.8.2 Termination for Insolvency AKST may at any time terminate the Contract by giving written notice with a notice period of 7 days to the Successful Bidder, if the Successful Bidder becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Successful Bidder, provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to AKST. 10.8.3 Termination for Convenience AKST may by written notice, with a notice period of seven days sent to the Successful Bidder, may terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for AKST s convenience, the extent to which performance of work under the Contract is terminated, and the date upon which such termination becomes effective. On termination, the successful Bidder is not entitled to any compensation whatsoever 11. Execution of Work 11.1 Scope of work a)the scope of work covers for Supply, Installation, commissioning & 5 years comprehensive maintenance of Grid Interactive SPV Power plant without Battery for a capacity of 1 0 K W p at. Arulmigu Kandaswamy Temple, Thiruporur - 603110.Any deviation will not be accepted under any circumstance. b) Insuring the goods in transit as well as the commissioned systems during 5 year comprehensive maintenance period is the responsibility of the bidders. ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 30
c) Comprehensive maintenance of system is for 5 years. The comprehensive maintenance shall include preventive maintenance service visits monthly till the completion period of comprehensive maintenance. The maintenance shall include replacement of all parts or components found defective due to manufacturing defect or because of wear and tear. If the SPV Power Plants are not functional, the same should be repaired or restored or replaced within 2 days. 11.2 Insurance Transportation of components to the installation site and insuring the goods in transit is the responsibility of the Bidder. The goods installed under the contract should be covered for comprehensive Insurance by the Successful Bidder against loss (or) damage incidental to transportation, storage at site and delivery to site during the erection period. The successful bidder should ensure adequate insurance for the systems against robbery, theft, burglary and acts of God such as natural calamities, flood etc., during the comprehensive maintenance period. 11.3 Handing Over a) The system shall be handed over to the Authorised person on the same day of Installation & Commissioning, through prescribed handing over and taking over format. 11.4 Comprehensive Maintenance for 5 years a) The Successful Bidder should provide 5 year comprehensive maintenance of the SPV systems, which shall include corrective maintenance as well as routine service calls. b) The service personnel of the Successful Bidder will make routine maintenance visits. Apart from this any complaint registered/ service calls received / faults notified should be attended to and rectified within 2 days. c) The deputed personnel shall be in a position to check and test all the equipments regularly, so that preventive actions, if any, could be taken ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 31
well in advance to save any equipment from damage. d) Normal and preventive maintenance of the SPV systems such as cleaning of module surface, tightening of all electrical connections, changing of tilt angle of module mounting structure, etc. are also the duties of the deputed personnel during maintenance visits. e) During operation and maintenance period of the SPV systems, if there is any loss or damage of any component due to miss management/miss handling or due to any other reasons pertaining to the deputed personnel, what-so-ever, the supplier shall be responsible for immediate replacement/rectification. The damaged component may be repaired or replaced by new component. f) The maintenance e shall include replacement of all parts. If the SPV Power Plants/ are not functional, the same should be repaired/ restored/ replaced within 2 days. g) If the successful bidder, having been notified by the end user fails to rectify the defect(s) and restore the SPV systems to good working condition within the period specified above, then a penalty of Rs. 500 per KW per day of the breakdown period will be levied. 11.5 Product Take Back & Recycling Proper decommissioning and recycling of SPV panels, electronics etc., are necessary to ensure that harmful materials are not released in to the environment. Hence an under taking from the successful bidder for product take back after expiry of their life shall be submitted. 11.6 Warranty 1. (a) The SPV panel shall carry a warranty of minimum 25 years. (b) The SPV panel must be warranted for their output peak watt capacity which should not be less than 90% at the end of 10 years and 80% at the end of 25 years (c)the PCU/ inverter /charge controller shall carry a warranty of minimum 5 ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 32
years. 2. The power conditioners/inverters/ maximum power point tracker units/ distribution boards/digital meters/ switchgear/ storage batteries and overall workmanship of the SPV power plants including mechanical structures and electrical works must be warranted against any manufacturing/ design/ installation/performance defects for a minimum period of 5 years. 3. The warranty will be against breakages, malfunctions, non fulfillment of guaranteed performance and breakdowns due to manufacturing defects or defects that may arise due to improper operation of electrical / electronic components of the system but do not include physical damages by the end users. 4. The above warranty shall take effect from the date on which the system is taken over by the users/beneficiaries. 5. The successful tenderer shall be liable to make good the loss by replacing the defective product during the warranty period for the entire system free of cost, failing which AKST would deduct the amount from the amount retained by AKST as per Payment terms and will be blacklisted. 6. The warranty will cover all the materials and goods involved in the installation and commissioning of SPV systems by the successful Bidder under this contract irrespective of the fact whether these have been manufactured by the Successful Bidder or not. The decision in this regard by AKST is final and binding on the successful bidder. 7. The successful bidder shall undertake to supply spares free of cost for the maintenance of the offered items during the warranty period. The successful bidder should keep all the spares available for sale at least for a period of 5 years after the completion of the warranty period. 8. If the operation or use of the system proves to be unsatisfactory during the warranty period, the Successful Bidder shall replace the faulty ones or carry out necessary repairs as per the warranty terms and conditions agreed upon with AKST. 9. In case the Successful Bidder fails to carry out the warranty regulations, EO, AKST would engage any other agency and carry out the service/replacement and deduct the amounts from the warranty amount retained by AKST as per the ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 33
Payment terms or from their pending bills or any money due or payable to them. 10. AKST reserves the right to claim damages and Costs for non-fulfillment of warranty, apart from forfeiting un-paid amount if any, in the event of unsatisfactory maintenance. 11.7 Traceability of the product to be supplied In order to prevent the misuse of the product such as unauthorised sale or diversion to the open market, the following incorporation shall be made in the product. RFID shall be provided in the SPV panels 12.Liquidated Damages 1) This is a time bound project. Any delay will make the project fruitless. Hence if the Successful Bidder fails to commission the system as within the delivery period specified, Liquidated Damages at the rate of 0.5% per completed week on the value of the unfinished portion of the work order will be levied subject to a maximum of 10%. 2) The Liquidated Damages amount will be automatically deducted from the Bills submitted by the Successful Bidder. Even if the installation is not completed, AKST will make alternate arrangements and the cost incurred by AKST for doing the same will be recovered from the Successful Bidder. 13. Payment Terms 1) All payments will be made in INR only. 2) No advance will be paid or no letter of credit will be issued. 3) Agreement value shall be derived after deducting 30% subsidy of total tender cost. 4) a) 85% payment of above said agreement value(clause3)will be released after successful completion of installation, commissioning, & ARULMIGU KANDASWAMY TEMPLE,THIRUPORUR Page 34